How to Configure Workflow Details: Naming, Descriptions, and Tags

Set up workflow details like naming, descriptions, and tags in Vincent Studio so your team can easily find and understand them.

Summary

Properly configuring your workflow's details, its name, description, and tags, is the first and most crucial step in Studio. This metadata ensures your team can easily find, understand, and trust the custom legal workflows you create.

Why This is Important

The "Workflow Details" screen is the first impression your automation will make on your colleagues. While the underlying logic is powerful, a clear name and a compelling description are what drive adoption. Taking the time to get these details right turns a great tool into a usable tool and is a critical part of effective legal process automation.

The 'New Colleague' Search Test: Before you save, ask yourself: "If a new associate who knows nothing about this project needed to find this tool, what words would they type into a search bar?" Make sure those exact words appear in your workflow's Name, its Description, and its Tags to ensure it is easily discoverable.

Configuring Each Field for Maximum Clarity

After clicking + New Workflow, you will land on the Workflow Details page. Here is how to approach each field.

1. Name

This is the official title of your workflow that will appear in your firm's library.

  • Best Practice: Use a clear, action-oriented name that describes the outcome. Start with a verb.

  • Example: Instead of "NDA Tool," use a name like Analyze Incoming NDA for Red Flags.

2. Icon

This provides a quick visual reference for your workflow in the list.

  • Best Practice: Choose an icon that visually represents the primary action of the workflow.

  • Example: For a workflow that analyzes documents, a magnifying glass icon is a perfect choice. For one that checks compliance, a shield icon works well.

Choose an icon that makes your workflow instantly recognizable

3. Description

This is the most important field for your end-users. It is the short summary that appears under the name and tells them exactly what problem your workflow solves.

  • Best Practice: Write a single, concise sentence from the user's perspective. Clearly state the purpose and benefit.

  • Example: Use this workflow to perform a rapid 'red flag' analysis of Non-Disclosure Agreements based on our firm's official standards.

Add a concise description that tells users exactly what the workflow does and the problem it solves.

4. Tags

Tags are keywords that make your workflow searchable and allow your team to filter the library to find the right tool for the job.

  • Best Practice: Use the consistent, pre-defined list of tags established by your organization. This ensures proper categorization.

Below are the definitions for your firm's official tags. Choose the one(s) that best describe your workflow's purpose.

  • Document Analysis

    • Select this tag for any workflow whose primary function is to review, summarize, extract information from, or compare existing documents. This is for workflows that process information you already have.

    • Examples: Contract review, deposition summary, fact extraction from a complaint.

  • Drafting

    • Choose this tag when the workflow's main purpose is to generate new written content. This could be a complete document, a specific clause, or even a formatted email.

    • Examples: Drafting a motion, generating standard contract clauses, creating a client update email.

  • Litigation

    • Apply this tag to workflows designed for tasks related to disputes and court proceedings. This includes all phases, from pre-trial discovery to motion practice and trial preparation.

    • Examples: Analyzing a complaint, summarizing a deposition, drafting a request for production.

  • Research

    • Select this tag for workflows that find, analyze, or synthesize legal authorities like case law, statutes, or regulations. This is distinct from document analysis, which focuses on documents you upload.

    • Examples: Building a legal argument, finding supporting case law, comparing statutes across jurisdictions.

  • Transactional

    • Use this tag for workflows related to agreements, deals, and corporate matters. This covers the non-contentious side of legal practice.

    • Examples: Reviewing an NDA, drafting a purchase agreement, performing due diligence analysis.

Add tags to make your workflow easy to find. Use your firm’s official tag list for consistency and proper categorization.

Best Practices & Pro Tips

  • Think Like Your User: Write the name and description for a junior associate who has never seen this workflow before. Is it immediately obvious what it does and when they should use it? If not, simplify it.

  • Establish a Naming Convention: For firm-wide consistency, agree on a standard naming pattern. For example, always start with a verb and follow with the subject: Analyze [Document Type], Draft [Agreement Type], Review [Clause Type].

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